Input File for Expenses

Use this information as a guide in creating an input file for TE Expenses that you can upload to Costpoint.

Header Format

Business Name	Field Type/ Length	Required/ Optional	Comments	Format Value(s)
External System Code	Character 1	Required	Required for Time & Expense use only
External Batch ID	Character 10	Required	Required for Time & Expense use only
External Expense Report ID	Character 12	Required	Required for Time & Expense use
External Expense ID	Number 3	Required	Required for Time & Expense use only
External Employee ID	Character 20	Required	Required for Time & Expense use only
External TS Schedule	Character 10	Required	Required for Time & Expense use only
External TS Year	Character 4	Required	Required for Time & Expense use only
External TS Period	Character 3	Required	Required for Time & Expense use only
Record Type	Character 1	Required		H
Expense Report ID	Character 12	Required	Used for Invoice ID will be added to VCHR_HDR & VCHR_HDR_HS.
Expense Report Date	Character 10	Required	Used for Voucher Invoice Date.	YYYY-MM-DD
Vendor ID	Character 12	Required
Place Expense Voucher(s) on Hold Flag	Character 1	Optional	Default is N.	Y, N, or blank
VAT Tax Date	Character 10	Optional	Default is Expense Report Date from input file.	YYYY-MM-DD
VAT Tax ID	Character 20	Optional	Default from VEND table.
Notes	Character 254	Optional	Default is null.

Detail Format

Business Name	Field Type	Required/Optional	Comment	Format/Value(s)
External System Code	Character 1	Required	Required for Time & Expense use only
External Batch ID	Character 10	Required	Required for Time & Expense use only
External Expense Report ID	Character 12	Required	Required for Time & Expense use
External Expense ID	Number 3	Required	Required for Time & Expense use only
External Employee ID	Character 20	Required	Required for Time & Expense use only
External TS Schedule	Character 10	Required	Required for Time & Expense use only
External TS Year	Character 4	Required	Required for Time & Expense use only
External TS Period	Character 3	Required	Required for Time & Expense use only
Record Type	Character 1	Required		D
Expense Report ID	Character 12	Required	Required for Time & Expense use and used as the Invoice ID. It is added to VCHR_HDR & VCHR_HDR_HS.
Expense Report Line Number	Number 3	Required		999
Expense Date	Character 10	Required	Used as the Exchange Rate Date.	YYYY-MM-DD
Account	Character 15	Required
Organization	Character 20	Required
Project ID	Character 30	Optional	Default is null.
Reference Number 1	Character 20	Optional	Default is null.
Reference Number 2	Character 20	Optional	Default is null.
Transactional Currency Code	Character 3	Required
Expense Amount - Transactional Currency	Number 15	Required	This amount includes sales tax.	-99999999999.99
Taxable Code	Character 1	Optional	Default is N.	N, S, U
Tax Code	Character 6	Optional	Required only if Taxable Code is S or U.
Sales Tax Amount - Transactional Currency	Number 15	Optional	Default is 0 when Taxable Code is N. This is the transactional Sales Tax/VAT amount. Required if Taxable Code is S.	-99999999999.99
Use Tax Amount – Transactional Currency	Number 15	Optional	Default is 0 when Taxable Code is N. This is the transactional Use/Reverse tax amount.  Required if Taxable Code is U.	-99999999999.99
1099 Flag	Character 1	Optional	Default is based on values on the Manage Vendors screen.	Y, N, or blank
1099 Miscellaneous Type Code	Character 6	Optional	Default is based on values on the Manage Vendors screen.
Expense Line Description	Number 30	Optional	Default is Account description.
Pay Currency Code	Character 3	Optional	Currency for payment. Default is Transactional Currency Code.
Pay Amount - Pay Currency	Number 15	Optional	Required if Pay Currency is not equal Transactional Currency and no Rate Date is provided.	-99999999999.99
Pay Exchange Rate Date	Character 10	Optional	Required if Pay Currency is specified, different from the Transactional Currency, and no Pay Amount is provided.	YYYY-MM-DD
Pay Vendor	Character 12	Optional	Default is provided on the Manage Vendors screen.
Pay When Paid Flag	Character 1	Optional	Default is provided on the Manage Vendors screen.	Y, N, or blank
Recovery Amount - Transactional	Number 15	Optional	Default is 0.  Cannot be entered if Taxable Code is N. This is the transactional VAT recovery amount.  If entered, the Recovery Amount overrides the Recovery Percentage.	-99999999999.99
Recovery Percentage	Number 6	Optional	Default is 0 if Taxable Code is N. Default is taken from SALES_TAX table if Taxable Code is S or U. Cannot be entered if Taxable Code is N.	999.99
Notes	Character 254	Optional	Default is null.